Data Management

Question 1

How long do you need to keep data for?

Answer 1

• 6 years if the contract is signed underhand.
• 12 years if the contract is signed as a deed.
• RICS recommends up to 15 years, this is the limitation period for most legal claims.

Question 2

What type of data systems are used in your organisation?

Answer 2

• Shared hard drives.
• Backup servers.
• Online storage systems such Dropbox.
• Software such as Microsoft Teams.
• Project extranet.

Question 3

What is a project extranet system?

Answer 3

A computer network that allows external parties to view project files on a secure platform.

Key advantages:
- Improves communication.
- 24-hour access.
- Efficient.
- Secure (access and permission settings can be applied).

Key disadvantages:
- Can be expensive.
- Requires maintenance.
- May require user training to operate.

Question 4

What are the benefits of cloud-based storage systems?

Answer 4

• Easy access anywhere in the world
• Secure / password protected.
• Low set up cost.
• Teams can work in ‘real time’.
• Access control / restrictions are available for confidential files and folders.

Question 5

What sources of pricing data are available?

Answer 5

• BCIS.
• Pricing books such as Spon’s.
• Benchmarking.
• In-house records and databases.

Question 6

What are pricing books?

Answer 6

• Assists with estimating and valuing variations etc.
• Pricing books cover all the major areas of the construction process, from dilapidations and low maintenance work all the way up to new builds, both large and small.

Question 7

What is BCIS?

Answer 7

• Building Cost Information Service.
• Provides cost and price data for the UK construction industry.
• The data will help to produce specific estimates for option appraisals, provide early cost advice and plan costs and benchmarks.
• Part of RICS.

Question 8

What is the Data Protection Act 2018?

Answer 8

• The Data Protection Act 2018 controls how your personal information is used by organisations, businesses, or the government.
• The Data Protection Act 2018 is the UK’s implementation of the General Data Protection Regulation (GDPR).

Question 9

What is GDPR?

Answer 9

• GDPR is a regulation in EU law on data protection and privacy in the European Union and the European Economic Area.
• It also addresses the transfer of personal data outside the EU and EEA areas.

Question 10

What is the purpose of GDPR?

Answer 10

• GDPR was designed to harmonise data privacy laws across all member countries as well as providing greater protection and rights to individuals.
• GDPR was also created to alter how businesses and other organisations can handle the information of those that interact with them.
• There’s the potential for large fines and reputational damage for those found in breach of the rules.

Question 11

Who are the key persons outlined within GDPR?

Answer 11

Data Controller - person who decides how and why to collect and use the data. The controller must make sure that the processing of that date complies with data protection law.

Data Processor - a separate person who processes data on behalf of the controller and in accordance with their instructions.

Data Subject - individual whom personal data is about.

Data Protection Officer - is a guarantor of compliance with the data protection regulations, without replacing the functions carried out by the supervisory authorities.

Question 12

What constitutes personal data?

Answer 12

• Any information related to a natural person or Data Subject, that can be used to identify the person directly or indirectly.
• It can be anything from a name, photo, email address, bank details, posts on social networking websites, medical information, or a computer IP address.
• The legislation applies not only to electronic data but to any records that are stored in a form that is easily searchable.

Question 13

What is the difference between a data processor and a data controller?

Answer 13

• A controller is the entity that determines the purposes, conditions and means of processing of personal data
• A processor is an entity which processes personal data on behalf of the controller.

Question 14

What are the 7 key principles of GDPR?

Answer 14

1. Lawfulness, fairness and transparency.
2. Purpose limitation.
3. Data minimisation.
4. Accuracy.
5. Storage limitation.
6. Integrity and confidentiality (security).
7. Accountability.

Question 15

What are the 8 individual rights under GDPR?

Answer 15

1. To be informed.
2. To access.
3. To rectification.
4. To erasure.
5. To restrict processing.
6. To data portability.
7. To object.
8. To automated decision making and profiling.

Question 16

Who enforces GDPR?

Answer 16

The Information Commissioner’s Office.

Question 17

What is the Freedom of Information Act 2000?

Answer 17

a The Freedom of Information Act 2000 provides public access to information held by public authorites.
- It does this in two ways:
- public authorities are obliged to publish certain information about their activities
- and members of the public are entited to request information from public authorities.

Question 18

If you intend to destroy a document, what things should you consider beforehand?

Answer 18

• Is the document an original contract / legal document?
• Could the document be required for litigation or other proceedings?
• Does the document relate to a live project?
• Is a backup copy available?

Question 19

What measures could be taken to protect commercially sensitive information?

Answer 19

• Have a non-disclosure agreement in place.
• Physical separation of staff.
• Security of stored documentation, including locked filing cabinets and password protected servers.

Question 20

Are there any ways that we can protect data when we are transferring it on a client’s behalf?

Answer 20

• Encryption and password locking
• Recorded special delivery.
• Mark it as confidential.
• Using secure networks and software.

Question 21

What is an information barrier?

Answer 21

• A physical and/or electronic separation of individuals within the same firm.
• The aim is to protect confidential information.